BUSINESS ENGLISH

Importance of Communication in HR
Project Report

2011

Ahsan ilahi

BAHRIA UNIVERSITY ISLAMABAD

2

CONTENTS:
y y y y y y What is communication? Process of communication Importance. What is human resource management? Role of communication in HR. Types of communication in HR 1. Oral 2. Written. Relationship between communication and HR. Effects of communication in HR. HR communication. How the techniques can help? Guaranteed Employees Satisfaction. Benefits of communication in HR. What makes effective communication difficult? Why is effective HR communication important? Importance Conclusion.

y y y y y y y y y

3

1. WHAT IS COMMUNICATION?
The word communication means the act or process of giving or exchanging of information, signals, or messages as by talk, gestures, or writing. Technically speaking, in the act of communication, we make opinions, feelings, information, etc known or understood by others through speech, writing or bodily movement.

1.1 IMPORTANCE:
Communication effectively in speaking and writing is useful in all areas of business, such as management, technical, clerical, and social positions. The ability to communicate well has always given advantages to those who possess it. Communication has a rich history. The ancient world, both the east and the west, depend on oral communication. In ancient Greece and Rome, it was necessary to communicate when dealing with matters in assemblies and the courts. As writing became more important as a permanent record of communication, authors and books on written communication principles appeared. So we can say that some of today s principles of writing are a mixture of ancient oral and written traditions.

1.2 IMPORTANCE IN AN ORGANIZATION:
An organization is a group of people associated for business, political, professional, religious, social, or other purposes. Its activities require human beings to interact and react, that is, to communicate. They exchange information, ideas, plans, order needed supplies and make decisions, rules, proposals, contracts, and agreements. All these activities require one skill, that is communication. So we can say that communication is the Lifeline of every organization.

1.3 Communication process:
Communication does not occur itself but there is a whole process in it which is called communication process. Communication is a process of sending and receiving verbal and nonverbal messages. Communication is considered effective when it produces. So we can say that communication is a two way process of exchanging ideas or information. Here are six components which are as following: y y y y y y Context Sender/Encoder Message Medium Receiver/Decoder Feedback

4

In this process Context is the surrounding of communication or the environment. Encoder is the person who encode and send the message. Message is a message what we want to say? Then we choose an appropriate medium to send that message. Then receiver receives the message and encode it according to his/her knowledge. Then he gives the feed back which can be positive or negative.

2- WHAT IS HUMAN RESOURCE MANAGEMENT?
Human Resource Management is the organizational function that deals with issues related to people. This includes employment and arbitration in accord with the law, with a company s directives. Some of the issues which he has to deal with are:

COMPENSATION:
It is the most specialized area of HRM. It plays role in HR controlling, selling the rules and procedures around the salaries, variable pay and benefit.

HIRING:
It is the responsibility of HR manager to hire people according to the requirements of the company.

PERFORMANCE MANAGEMENT:
Performance management is the key processes that, when effectively carried out, helps employees know that their contributions are recognized and knowledge. Its an ongoing process of communication between a supervisor and an employee that occurs throughout the year.

ORGANIZATIONAL DEVELOPMENT:
Manager gives suggestions in big issues like hiring motivating employees.

5

BENEFITS:
Manager suggests different benefits of employees working under him.

EMPOLYEE MOTIVATION:
It s the duty of a HR manager to motivate employees. He should have the ability to motivate every employee and take them to achieve the aims and goals of the organization.

COMMUNICATION:
The manager should have good communication skills to cultivate good relations with employees. And with the power of communication he should motivate the employees to work hard.

3- The Role of Communication in Human Resource:
The Role of Communication in Human Resource Management is:

y

TO CULTIVATE POSITIVE EMPLOYEE RELATIONS:

Manager should create a good relation with his employees so that they can have a good environment in the organization with a hard work to achieve the specific goal.

y

ENCOURAGE EMPLOYEE GOAL SETTING:
Manager should encourage every employee to work hard. He should ask them politely to do the specific job.

y

LIMIT TURNOVER:
On every period of time there is a limit of turnover. Communication helps to cover this limit. If employees understand you effectively u can increase your turnover.

3.1- TYPES OF COMMUNICATION IN HUMAN RESOURCE:
There are several types of communication which exist within human resource such as; y y y y Oral Communication Written Communication Verbal Communication Non- Verbal Communication

ORAL COMMUNICATION:

6

The conveyance of ideas and information in form that it can be listened or spoken. It can be face to face communication or even a telephonic conversation. Speeches, Presentations, Discussions, Video Calls are all forms of oral communication. Human Resource Management needs excellent oral communication skills to interview applicants, follow up and to make an offer.

WRITTEN COMMUNICATION:
Written Communication involves any type of interaction that makes use of the written words. Reports, Memos, E-mails, and Journals are some examples of written communication.

VERBAL COMMUNICATION:
Verbal communication is communication in which we use words to communicate like class presentations, lectures, conferences.

NON-VERBAL COMMUNICATION:
It is a communication in which we neither use written words nor spoken words to communicate. In non-verbal communication messages can be communicated through; y y y y Gestures By body language or posture By facial expression Eye contact

3.2- RELATIONSHIP BETWEEN COMMUNICATION AND HUMAN RESOURCE:
Effective Communication is a building block of successful organization. In other words: Communication acts as organizational blood .

3.3- EFFECTS AND IMPORTANCE OF COMMUNICATION IN HR:
The most important responsibility of a supervisor or manager is to create an environment for conducive communication between the employees and create an atmosphere beneficial for the company in the future. It should always be positive and efficient enough for better communication amongst the organizational members.

For that, you need to become a better Communicator. You better be a good listener and encourage your employees to talk openly about the work issues and discuss the pro's and con's of future intended business. Conducting staff meeting on regular basis will enhance their vision for the company and would make them aware of their responsibilities and to generate positive feedback and ideas.

7

By setting up individual and group staff meetings, we can further explain to the employees about their position in the company and clearing out the work issues plus their individual/group goals in the near future. If the supervisor / manager communicates the future ideas effectively, the employees will have a better understanding what to do and what NOT to do. Subsequently, performing their jobs efficiently and with effectiveness. He should avoid Misunderstandings between the employees and should have proper facts and figures to ensure that he passes on the right information too his subordinates. He should further enhance employee's performance which will consequently increase company's turnover as a result. It's a famous saying that 'Actions speak louder than words..' A manager must be aware of how he communicates non-verbally, i.e, Body Posture and expressions which convey either your attitude is positive or negative. Be open for cross questioning. He should be very clear and concise of what he speaks to his employees, which should be based on facts and figure to avoid any miscommunication. Based on your positive attitude and appropriate information, it'll improve relationships between the employees and teamwork. This will improve performance and productivity of the firm/company and foster an open and innovative environment by solving problems effectively as a team.

3.4- Guaranteed Employees Satisfaction:
By communicating effectively with our Employees, not only can we understand them but we can also satisfy them and in due time earn their loyalty and trust. And in this communication also plays an important part as manager should have good communication skills to make his or her employees understand the criteria to achieve the goal.

4- BENEFITS OF COMMUNICATION IN HR:
y y Effective communication increase productivity, which benefits employees and the company. Proper communication techniques can boost employee morale to create a positive work atmosphere.

4.1- WHAT MAKES EFFECTIVE HR COMMUNICATION DIFFICULT:
y INFORMATION OVERLOAD:
The information should be to the point. One should not overload the information with extra words in it. It should be simple n to the point.

y y

CONSTRAINED MESSAGE RECALL MULTI-GENERATIONAL WORKFORCES:

4.2- WHY IS EFFECTIVE HR COMMUNICATION IMPORTANT?

8

Effective HR communication contributes to learning, teamwork, safety, innovation and improved productivity across the organization. It also plays an important part in reducing employee turnover and customer turnover.

Conclusion
Communication effectively in speaking and writing is useful in all areas of business, such as management, technical, clerical, marketing, HR and social positions. The communicate well has always given advantages to those who possess it. Organization s activities require human beings to interact and react, that is communication. So, communication is the lifeline of every organization. But in HR department it is most important. Because it is related with hiring and motivating employees. And product and employees has a direct relation. So in HR communication is more important than other departments.